Nara Institute of Science and Technology Alumni Association
2022 General Assembly
AgendaDate:
Location:

November 19th, 2022
Kenshu Hall, Interdisciplinary Frontier Research Complex No.2 and online

1, Greeting by Mr. KIYOKAWA, Chairperson
2, Confirmation of previous General Assembly (Nov. 20th, 2021) minutes
3, Deliberation- 2021 settlement of accounts- 2021 accounting audit- Activity proposals- Board member reappointments
4, Reports- Activities
5, Others- Opinion exchange[Handout]
1. Previous General Assembly (Nov. 20th, 2021) minutes
2. 2021 NAA Balance Sheet
3. 2021 Audit report
4. Activity proposals
5. Current board members list
6. Activity reports
7. History

[Handout 1]

Nara Institute of Science and Technology Alumni Association
2021 General Assembly
Minutes

Date:
Location:
Attendees:

Observers:

November 20th, 2021 (10:15am-11:00am)
Kenshu Hall, Interdisciplinary Frontier Research Complex No.2 and online
Kiyoshi KIYOKAWA, Chairperson (IS 1994 enrollment)
Akihisa INOUE, Vice-chairperson (MS 1998 enrollment)
Mime KOBAYASHI, Vice-chairperson (BS 1994 enrollment)/Online
Morito AKISADA, Director (BS 1999 enrollment)
Ismail ARAI, Director (IS 2002 enrollment)
Yoshihiro UEOKA, Director (MS 2009 enrollment)/Online
Katsutomo OKAMURA, Director (BS 1998 enrollment)
Kazuma YASUHARA, Director (MS 2006 enrollment)
Junichiro YOSHIMOTO, Director (IS 1998 enrollment)
Raula Gaikovina Kula, Auditor (IS 2008 enrollment)
Tetsuko NOGUCHI, Advisor (NAIST Executive Director)
Others: 10 persons (IS 4, BS 5, MS 1)
Student Support Section (Tsutsui, Sumita, Yamamoto, Hayashi)

Opening:
Greeting by Mr. KIYOKAWA, Chairperson
Deliberation:
1. Confirmation of previous General Assembly (Nov. 15th, 2020) minutes and previous
Special General Assembly minutes (June, 2021)
2. Approval of 2020 settlement of accounts3. Approval of 2020 accounting audit
4. Approval of board member reappointments
Comments by new board members
Katsutomo Okamura, Director
After my graduation from School of Biological Science at NAIST in 2000, I worked atvarious universities and institutes in and outside of Japan. I came back to NAIST as afaculty member in 2019 and assumed the director position of the NAIST Alumni
Association in the following year. I will be in charge of international relations, making use of
my experience in Asia.

Junichiro Yoshimoto, Director
I am glad to have been a director of NAIST Alumni Association since May, 2021 upon retirement ofMr. Kambara. I will serve until November, 2022 and be in charge of the website.
Kazuma Yasuhara, Director
I am Kazuma Yasuhara belonging to the working committee of the NAIST alumni association.
I have been working at NAIST since I received my doctoral degree in December 2008, as an assistantprofessor and associate professor. I am very happy to see alumni from my division MS today.

5. Approval of activity proposals
1) FY2022 Budget (Number of approvals: 27)
2) New event/support proposals (Number of approvals : 27)
3) Promotion to increase membership (Number of approvals: 27)
4) Others (Number of approvals: 25)- Web publication for use of Zoom license- Establishment of new regulations for board member dismissal
Comment from attendees:
For the international students, the membership fee is quite high, so could we take measures
such as halving the fee?
Reports:
1. Activities
1) Duties of Board Members
2) Hiring of administrative assistant at Student Support Section, Educational Affairs
Division, NAIST
Comment: The purchase of Zoom and its use by members has not yet beenannounced. Please let us know how to apply through PalSyne in the future.
The Online questionnaire results for the NAIST Alumni Association General
Assembly
Respondents: 19 persons (IS 7, BS 8, MS 4)
1. Which of the following projects should be executed by the NAIST Alumni Association?
(Multiple answers allowed)
Management of the member list
63.2%
Support for current students
63.2%
Publishing newsletters
57.9%
Hosting an annual gathering
47.4%
Hosting invited lectures
42.1%
Recognition of successful graduates
36.8%
Announcement of related events31.6%

2. What is necessary to further vitalize the NAIST Alumni Association?
Mains opinions- More active social network presence (Facebook, Twitter, etc.)- Support for current students (networking, career development)- Relationships between students and private companies- Introducing NAIST's latest research to the industrial sector
Comments from board members- We will promote our activities more often through SNS such as Twitter andFacebook.
- We will organize events that not only support career development, but also
strengthen our relationships with industry sector.

【Handout 2】
March 31st 2022

2021 NAA balance sheet :April 1st 2021 - March 31st 2022
1. Income◆ Nanto Bank
Membership fees (3 persons)Transfers from Japan Post BankInterest on 23/Aug/2021
Interest on 21/Feb/2022

60,000 Yen
3,478,815 Yen
8 Yen
12 Yen◆ Japan Post Bank
Membership fees (202 persons)

4,040,000 Yen◆ Balance carried forward
Nanto BankJapan Post Bank

747,029 Yen
12,138,470 Yen

3,538,835 Yen

4,040,000 Yen

12,885,499 Yen

Total amount

20,464,334 Yen

2. Expenses◆ Nanto BankPalSyne monthly charges （26,950 yen x 12）
Commision of Nanto Web Banking (1,100 yen x 12)
Diploma Holders (1,221 yen x 500)
Money Transfer fee
Refund of Membership fee (admission declined: 2 persons)
Zoom Pro license (1 year)
Money Transfer fee
Bank Transfer Correction fee
Donation for NAISTSupport for overseas alumni association (INAA)
Money Transfer fee

323,400 Yen
13,200 Yen
610,500 Yen
220 Yen40,000 Yen
165,000 Yen
550 Yen
1,100 Yen
500,000 Yen
50,000 Yen
550 Yen◆ Japan Post BankTransfers to Nanto Bank
Money Transfer fee (x 2)
Money Transfer fee for new membership (3 persons)

3,478,815 Yen
880 Yen558 Yen1,704,520 Yen

3,480,253 Yen

5,184,773 Yen

Total Amount
3. Balance
Income 20,464,334 Yen － Expenditures
Nanto Bank balance
Japan Post Bank balance

5,184,773 Yen
2,581,344 Yen
12,698,217 Yen

15,279,561 Yen

September 16th 2022
Audit report
Auditor: Raula Gaikovina Kula, Associate Professor, IS
Yuko Wada, Associate Professor, BS
Nara Institute of Science and Technology Alumni Association

Date:

September 16th , 2022 (3:30PM – 4:00PM )Location:

Meeting room, Administration Bureau 2nd floor

Period of Audit report:April 1st, 2021- March 31st, 2022

Income & Expense:1) Expense: PalSyne costs

323 400 yen

2) Expense: Nanto web banking commission fees

13 200 yen

3) Expense: Diploma Holders Cost

610 720 yen

4) Expense: Refund of Membership fee to those who declined admission

40 000 yen

5) Expense: Zoom Pro license Cost

165 550 yen

6) Expense: Bank Transfer Correction fee

1 100 yen

7) Expense: Donation for NAIST

500 000 yen

8) Expense: Support fee for INAA

50 550 yen

9) Expense: Money Transfer Fee to Nanto Bank from Japan Post Bank880 yen

10) Expense: Japan Post Bank money transfer fees (3 persons)

558 yen11) Income: Nanto Bank membership fees12) Income: Interest from NANTO Bank13) Income: Japan Post Bank membership fees

60 000 yen
20 yen
4 040 000 yen

I have examined the NAA balance sheet for September 16th, 2022 and the related statement ofincome and changes in fund balances for the period from April 1st, 2021 through March 31st, 2022.
In my opinion, the accompanying financial statements present fairly the financial position of the NAA
as of September 16th, 2022 and its revenues collected and expenses paid for the period then ended.

Document 4

Nara Institute of Science and Technology Alumni Association2022 General Assembly

Deliberation: Activity proposals
Kiyoshi KIYOKAWA, Chairperson（IS 1994 enrollment）(1) FY2023 Budget- FY2023 expenses are based on FY2021 income- Expecting 60% or higher new student enrollment rate
IncomeCost
Membership fees (Nanto Bank) 3 persons

UnitTotal

20,000360,000

20120

20,000202

4,040,000-20,000

2-40,000

Post Bank-440

2-880

Money Transfer Fee-558

1-558

Interest (8yen +12 yen)
Membership fee (Japan Post) 202 persons
Refund of Membership fee to those who
declined admission (2 persons)Money transfer fee to Nanto Bank from Japan

Total

4,058,582

Expenses
Cost

Unit

Total

PalSyne monthly fee

26,95012323,400

Nanto web banking commission fees

13,200113,200

Administrative staff cost (2,000 yen x 8h/day)

16,00052832,000

Diploma Holder Cost

1,221500

610,500

Alumni event food & beverages costs

150,000

1150,000

Alumni event lecturer fees

30,000390,000

NAA gathering support

50,00010500,000

International NAA support (INAA)

50,000150,000

Welcome party support

100,000

1100,000

Online meeting fee (zoom pro)

16,700116,700

Others (transfer fees)

30,000130,000

1,342,782

1

1,342,782

Emergency funds (future PalSyne fee)
TotalBalance

4,058,5820(2) Promotion to increase membership
Graduates
Through each laboratory- Obtain graduates’ permission to receive the contact from Alumni Association- Obtain graduates’ email address(3) New event/support proposals(Reference)
・Administrative staff employment (not yet achieved, continuing scheme has not established)・Publication of Newsletters (uploading web articles by graduates) (not yet achieved)
・NAIST Tokyo Forum-related gathering event support (not yet achieved)
・Events (other than lectures) promoting interaction between graduates and students (achieved since2022)
・Support for overseas branch activities (achieved since 2022)
・NAIST welcome party support (achieved since 2022)
・Website renewal and management (achieved since 2020)・Online gathering support (achieved since 2019)
・Membership system implementation and operation (achieved since 2019)(4) Others

[Handout 5]

Current Board Members
TermChairperson

Kiyoshi Kiyokawa

IS 1994 enrollment

May.2020-May.2023

MS 1998 enrollment

May.2020-May.2023

Mime Kobayashi

BS 1994 enrollment

May.2020-May.2023Morito Akisada

BS 1999 enrollment

May.2020-May.2023

Isamail Arai

IS 2002 enrollment

Jun. 2021-Jun.2023

Yoshihiro Ueoka

MS 2009 enrollment

May.2020-May.2023

Katsutomo Okamura

BS 1998 enrollment

Nov.2021-Nov.2023

Kazuma Yasuhara

MS 2006 enrollment

Jun. 2021-Jun.2023

Junichiro Yoshimoto

IS 1998 enrollment

May.2021-May.2023

Yuko Wada

BS 2000 enrollment

May.2021-May.2023

Raula Gaikovina Kula

IS 2008 enrollment

May.2020-May.2023

Shoji Komai

BS 1995 enrollment

May.2020-May.2023

Tetsuko Noguchi

Executive Director

May.2021-May.2023

Vice-chairpersons Akihisa Inoue
Directors

Auditors
AdvisorsDocument 6
Nara Institute of Science and Technology Alumni Association
2022 General Assembly
Activity reports
Kiyoshi Kiyokawa, Chairperson（IS 1994 enrollment）

1) Membership registration
PalSyne database (https://palsyne.com/) has been used for alumni information management sinceFebruary 2019. As of November 8th, 2022, there are 3,101 registrants (2,252 persons as of last year, 841
persons as of two years ago).
New member registration site
https://apply.palsyne.net/u-naist/register.aspx
PalSyne login site
https://pu.palsyne.net/u-naist/2) NAA PR activities
a: NAA invitation letter and payment slips for membership fees have been sent to new students.
b: Chairperson Kiyokawa introduced NAA at the Graduation Ceremony, March 24th and at the orientations
for new students held on April 4th, 5th and October 3rd, 2022.
c: Website contents improvement (more frequent news updates, uploading past minutes and other info.
3) Membership fee payment by new students
The payment rate is 43.9% for new students at November 8th 2022.
New Students
M/D
Numbers of Numbers of Rate
StudentsPaymentJapanese StudentsM340187
D48
1International StudentsM210D190Total4281884) NAIST welcome party (Online)

55.0%
2.0%
0%0%
43.9%

- April 28th, 2022-

Number of pre-registration:44, Number of participate on the day:37 (+Board member:6)-Number of Post-Questionnaire responses:4 (Excellent:2, Good:2, Want to participate again:4)-So relieved as the participants were not only students but also supervisors and alumni-Dividing into groups might be a good idea for a comfortable communication between international
students and students who can’t understand English.
-A lot of different kinds of fun planning and a hasty extended free conversation were good!
-Good things were organized schedule, divided into group, exciting game party, introduction withother students and had facilitator. I hope the next event can be improved by using more bilingual
language in the event (English is needed especially for international students). Thank you fororganizing this kind of event for us.
5) Reunion support
The following alumni reunion was held.
August 6th, 2022: Online INAA Alumni Reunion 2022
(Reference)
Condition for support:
More than 10 participants; Inform participants of NAA support; Submit participant list, report (about300 words) and gathering photoSupport amount: 2000 yen/person (Up to 100,000 yen)6) Collaboration with Division for Career Development
a: August 19th, 2022: Meet the ALUMNI for international students
b: August 26th, 2022: Online Joint Alumni Visitation (10 companies participate)c: September 2nd, 2022: Online Joint Alumni Visitation (11 companies participate)
The following are schedule.
d: November 22nd, 2022: Meet the ALUMNI for international students
e: November 25th, 2022: Career Design Learning from Alumni7) Discontinuing of Zoom Pro License
We will use Webex on behalf of Zoom Pro and continuously consider whether more inexpensive Zoom
License is necessary or not.

[Handout 7]

NAIST Alumni Association
HistoryFebruary 1995
With the first students about to graduate, establishing an alumni association proposed by NAIST topromote cooperation between graduates and NAIST as well as between graduates themselves.
March 2000
NAIST Alumni Association (NAA) established. (Student Affairs Division provided administrative support).
Kazuki Joe (currently professor at Nara Women’s University) appointed as chairperson and 24 members
and councilors of the board were elected.
September 2001
NAA management responsibilities transferred to Alumni Board of Directors.
April 2004
All national universities incorporated.
Development of NAA support system specified in the NAIST mid-term plan.
April 2007
NAA Chairperson and three alumni on campus began discussions to restructure NAA. (Student Affairs
Division provided administrative support).
March 2008
Accounting statement for entire the NAA operation period prepared and audited.
October 2009
Working group established with six alumni on campus, and, with approval of the active chairperson andcouncilors, NAA reorganization considered. (Student Affairs Division provided administrative support)
April 2010
Strengthening alumni network specified in second mid-term plan.
July 2010
Three alumni on campus joined the working group.
November 2010 : General Assembly and alumni gathering held.
October 2011 : General Assembly and alumni gathering held.
November 2012
General Assembly and alumni gathering held.
Dr. Kazutoshi Takahashi, an alumnus, awarded the NAIST Alumni Association Honor Award.

October 2013 : General Assembly and Tokyo Reunion (alumni gathering) held.
December 2014 : General Assembly held.
November 2015 : General Assembly held.
November 2016 : General Assembly and Homecoming Day held.

November 2017 : General Assembly and Homecoming Day held.
February 2018 : Board meeting held.
May 2018 : General Assembly and board meeting held.
August 2018 : Board meeting held.
November 2018 : General Assembly and Homecoming Day held.
May 2019 : Board meeting held.
November 2019 : General Assembly and Homecoming Day held.
November 2020 : General Assembly and Homecoming Day held.
May 2021 : Board meeting held.
June 2021 : Special General Assembly (online) held.
November 2021 : General Assembly and Homecoming Day held.
April 2022 : NAIST Welcome Party held.
June 2022 : Board meeting held.